ORGANIZATIONAL SUMMARY:

USF's Office of Administrative Services (OAS) is made up of the dedicated people who keep our campus, the equivalent of a medium-sized city, moving forward. OAS is a service organization and believes that providing excellent customer service starts with an engaged workforce. To that end, we are dedicated to offering opportunities for professional development and growth, providing the job resources necessary for success, fostering open communication at all levels, and recognizing the achievements of our team members!

POSITION SUMMARY:

The Business Administrator II is responsible for all accounts payable functions for a large complex budget program (operating $100M+ capital $300M+). The position supports moderate to large complex programs within the university and serves as a liaison with suppliers, external customers, and department managers. Responsible for interpreting university and functional policies and procedures and ensuring that financial activities are in compliance with USF policies and regulations.


RESPONSIBILITIES:

Manage the full accounts payable cycle from requisition request to change orders, receipt of invoices to payment; including logging and reviewing invoices, matching to purchase orders, obtaining approval, and entering the invoices into the accounting system per service level agreement timelines. Thoroughly review Requisition, Change Order/Additional Service Authorization requests and invoices for adherence to USF policies and appropriate documentation. Coordinate and process requests to add new Suppliers to USF system. Communicate with departments and suppliers to obtain required documentation as needed. Investigate and resolve problems associated with processing of purchase orders and change orders by working with department and suppliers as needed. Maintain spreadsheets tracking requisitions to purchase orders and invoices. Process requisition requests and invoices from central mailbox and manage mailbox folders. Resolve budget error issues with appropriate departmental contacts. Process payment requests, direct payments and reimbursement requests as needed. Track all required performance and payment bonds. Manage assets for departments per asset management guidelines.

Manage and track Direct Owner Purchasing Tax Savings Program (DOPO). Submit change order requests to deduct materials/equipment cost and tax savings from department PO.

Track tax savings from USF's purchase of supplies/equipment. Obtain approvals from department that supply/equipment has been received/stored and is in acceptable condition. Obtain and maintain required documentation by project for the DOPO program.

Manage supplier relations and effectively build partnerships with internal and external clients.
Investigate and resolve problems associated with processing of pay applications, invoices, refunds/credits and payments by working with suppliers and departments. Receive, research and resolve a variety of routine internal and external inquiries concerning account status, including communicating the resolution to appropriate clients within a timely manner. Collaborate cross departmentally with Controller's Office to resolve issues related to project budget set-up.

Compile monthly reconciliations of accounts for Analyst review. Review accounts for any anomalies or discrepancies and discuss with Analyst. Complete journals for Analyst review as needed to correct accounting entries.

Performs other duties as assigned.

POSITION QUALIFICATIONS:

MINIMUM:

Bachelor's degree and three years' experience in Accounts Payable and/or Construction Accounting.
Degree Equivalency Clause: Four years of direct experience for a bachelor's degree.

PREFERRED:

Experience using USF Systems (FAST, GEMS) or ERP system such as Oracle/SAP. Experience using Microsoft Office with ability to demonstrate intermediate to advanced knowledge of Excel. The ideal candidate will have exceptional organizational skills, be highly detail oriented and capable of processing high volumes of transactions. Excellent interpersonal and communication skills, both written and verbal. Strong sense of customer empathy and customer-centrism.

SPECIAL SKILLS/TRAINING:

Exceptional organizational skills
Highly detail oriented and capable of processing high volumes of transactions within a specified turnaround time.
Excellent interpersonal and communication skills, both written and verbal.
Strong sense of customer empathy and customer-centrism.